Privacy Policy - Wandsworth Cleaners

Wandsworth Cleaners is committed to protecting the privacy and personal data of all customers in our service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Wandsworth Cleaners customers in the area, including residential and commercial clients who use our cleaning services.

1. Who We Are

Wandsworth Cleaners provides professional cleaning services to homes and businesses. In the course of delivering these services, we may process personal data relating to customers, building occupants, payment contacts, and other individuals whose details are necessary for service delivery. We are the data controller for the personal information we collect and use for our own business purposes.

2. Personal Data We Collect

We collect only the information needed to provide our services safely, efficiently, and lawfully. The type of personal data we may collect includes:

Identity details such as name, title, and preferred contact name.
Contact information such as telephone number, email address, and service address.
Service information such as cleaning instructions, property access details, appointment times, and service preferences.
Billing and payment data such as invoices, payment status, and transaction references.
Communication records including emails, messages, notes, complaints, and service feedback.
Technical data where applicable, such as website usage data, device information, or cookies used to improve our online services.

We do not intentionally collect special category data unless it is necessary and lawfully permitted. If a customer voluntarily provides information that may reveal health, access, or vulnerability-related needs, we will only use that data for service delivery and appropriate safeguarding purposes.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, schedule appointments, and carry out cleaning services.
To communicate with customers about bookings, changes, reminders, or service issues.
To manage accounts, invoices, payments, and refunds.
To maintain service records and customer preferences.
To handle complaints, disputes, and service improvement.
To meet legal, regulatory, tax, and insurance obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We ensure that any use of personal data is fair, transparent, and limited to what is necessary for the stated purpose. We do not sell personal data.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the activity, Wandsworth Cleaners relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with a customer. This includes arranging services, delivering cleaning work, managing bookings, and processing payments.

Legal Obligation

We may process personal data where required to comply with legal and regulatory obligations, including accounting, tax, record-keeping, health and safety, and insurance requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. Examples include improving services, preventing fraud, managing customer relationships, and keeping internal records.

Consent

In limited cases, we may rely on consent, for example when sending optional marketing communications or storing certain non-essential preferences. Where consent is used, it will be freely given, specific, informed, and easy to withdraw at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as data processors or, in some cases, independent controllers. We only share data where necessary and ensure appropriate safeguards are in place.

Processors may include:

Payment providers that process card or online payments.
Accounting and bookkeeping providers that support invoicing, tax, and financial management.
IT and cloud service providers that store, secure, or support our business systems.
Communication platforms used to send emails, reminders, or service updates.
Scheduling and admin tools that help manage bookings and service operations.

Where processors handle personal data on our behalf, they are required to act only on our instructions, protect the data appropriately, and comply with data protection obligations. We may also disclose data to legal or regulatory authorities where required by law, or to professional advisers such as insurers and auditors when necessary.

6. International Transfers

Some of our service providers may store or process data outside the UK. When this happens, we take steps to ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, to maintain a level of data protection consistent with UK GDPR requirements.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

Customer service and booking records are retained for the period needed to manage the relationship and address queries or disputes.
Invoice and payment records are retained for the period required by tax and financial regulations.
Communication records may be retained for a reasonable time to maintain service continuity and evidence of instructions.
Marketing consent records are retained until consent is withdrawn or the record is no longer needed.

When data is no longer needed, it is securely deleted, anonymised, or destroyed in a safe and controlled manner. We review retention regularly to ensure we do not keep information longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted access to personal information.

Although we take reasonable steps to safeguard data, no system can be guaranteed completely secure. If a data breach occurs that is likely to pose a risk to individuals, we will respond in line with legal obligations and take appropriate remedial action.

9. Your Rights

Under data protection law, individuals have a number of rights regarding their personal data. Depending on the circumstances, you may have the right to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete personal data.
Erasure, sometimes known as the right to be forgotten, where there is no lawful reason for us to keep the data.
Restriction of processing in certain circumstances.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us in a structured, commonly used format, where applicable.
Withdraw consent at any time where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed. We would, however, appreciate the opportunity to address any concerns directly before you escalate the matter.

10. Children’s Data

Our services are generally intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a household or property service. Where children’s data is involved, we treat it with particular care and only process it when necessary and lawful.

11. Marketing Communications

We may send service-related communications without consent where they are necessary for the delivery of our services. Any optional marketing messages will only be sent where permitted by law and, if required, where consent has been obtained. You may opt out of marketing communications at any time.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Wandsworth Cleaners respects your privacy and handles personal data responsibly. We collect only the information needed to deliver our services, process it under a valid lawful basis, keep it only for as long as necessary, and share it only with trusted processors or where required by law. We are committed to maintaining transparency, security, and accountability in everything we do.

This Privacy Policy applies to all Wandsworth Cleaners customers in the area.